Primary Purpose:

Provide secretarial support and office manager skills that will ensure the proficient operation of the Department of Human Resources.

Minimum Qualifications:

Education/Certification:             

High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)

Candidate must have satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50) paid by employee.

Required Experience:

Administrative secretarial experience or 30 semester hours of college credit or equivalent training

Knowledge/Skills:

Proficient knowledge of keyboarding, word processing, and file maintenance skills

Knowledge of the school district and the State Board of Educators Certification and its policies

Work tactfully and efficiently in pressure situations and with frequent interruptions

Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines

Effective telephone and oral communication skills

Effective communication (verbal and written) and interpersonal skills

Secretarial skills to maintain spreadsheets, databases, and word processing

Strong organizational skills

Maintain a high level of confidentiality 

Bilingual preferred  

Major Responsibilities and Duties:

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

Professionalism

The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.

• Rule §247.1 Purpose and Scope; Definitions
• Rule §247.2 Code of Ethics and Standard Practices for Texas Educators

Data Management

The office assistant assists with fostering analytical and collaborative environment activities such as the following:

• Receive, organize and file personnel files and any related correspondence.
• Process requests for official district records, including maintaining a log of requests for records, retrieving documents, copying and mailing records.
• Prepare correspondence, forms, records, and reports as needed.
• Manage records storage and destruction process for records following the established records retention schedule and requirements of the state.
• Run reports from various district data systems as needed.
• Assist with employee audit reports to meet federal and state guidelines.

Organization Management

The office assistant manages administrative, fiscal, and facilities functions responsibly through activities such as the following:

• Answer multi-line phones and take call information to route to the appropriate staff.
• Assist all walk-ins with questions regarding employment and personnel issues.
• Maintain calendar appointments for the department and staff as needed.
• Contact applicants to set interviews, schedule interviews, and prepare interview packets.
• Create purchase orders, process reimbursements, and submit direct pays for office supplies, conferences, job fairs, etc.
• Record all incoming and outgoing transactions, invoices, and receipts for job fairs.
• Prepare all recruiting materials for various job fairs attended by DVISD staff.
• Maintain recruitment fair logs and follow up with prospective candidates on their application.
• Assist external applicants with the district application system and applications.
• Facilitate student teaching placements with all campuses, run background checks, schedule orientations, process observation students and all internship practicum students. 
• Assist employees with official name changes and personnel change requests. 
• Assist with updating employee information in various database platforms. 
• Assist in processing verification of employment requests.
• Deliver outgoing mail and distribute all incoming correspondence.
• Manage and update the Human Resources website to provide timely information to all stakeholders.
• Maintain district criminal background batch files for periodic background checks of employees.  
• Apply for any and all permits as required through the district. 
• Perform other duties as assigned by the Assistant Superintendent of Human Resources.  

Communication and Community Relations

The office assistant promotes a positive tone for school or community relations through activities such as the following:  

• Greet visitors and employees with professionalism and courtesy.
• Use effective communication skills, both oral and written.
• Interpret district and department policies, and procedures in formulating responses for the general public.
• Compose responses regarding administrative matters and department procedures based on knowledge of department supervisor views.
• Promote a positive work climate and positive image for the Department of Human Resources. 

Professional Growth and Development

The office assistant provides leadership in professional growth and development through activities such as the following:  

• Assist in organizational cross training and professional development efforts.
• Keep informed of and comply with state and district policies and regulations concerning primary job function through training and certification courses.
• Attend meetings and participate in staff development activities to improve job-related skills. 

Qualities of an Effective Office Assistant

The office assistant exhibits qualities such as the following: 

• Daily attendance and punctuality at work are essential functions of the job.
• Demonstrate a high level of personal integrity and collaborative leadership.
• Understand how the mission and policies of the department supports the policies of the district.
• Maintain a professional demeanor and appearance.
• Conduct himself or herself in an ethical and professional manner.
• Adhere to multiple project deadlines and processing of time sensitive materials.
• Seek and use evaluative information for improvement of performance.
• Shall comply with the standards of conduct set out in Board Policy DH (Legal) and (Local) and with any other policies, regulations, and guidelines that impose duties, requirements, or standards.
• Maintain confidentiality. 

Supervisory Responsibilities:

• None 

Equipment:

Multi-line phone, computer, printer, calculator, copier, shredder, fax machine, telephone, scanner, and other equipment applicable to the position.

Working Conditions

Mental Demands/Physical Demands/Environmental Factors 

• Work with frequent interruptions and maintain emotional control under stress.
• Occasional prolonged and irregular hours to complete projects.
• Frequent lifting, carrying, pushing, pulling, standing, stooping, and bending.
• Repetitive hand motions, prolonged sitting, and prolonged use of computer.
• Occasional district wide and statewide travel.
• Frequent exposure to: temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination vibration. Occasional exposure to: biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.), work outside, work around moving objects or vehicles, work on uneven surfaces.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.